Operations Administrative Assistant

ROSE HILL CENTER INC•Holly, MI

3d•Onsite

About The Position

Day to Day Administrative Operational Functions: Assist Director of Operations and Assistant Director of Operations in preparation of regulatory audits. Assist with preparation for and execution of Joint Commission survey and associated reporting to that organization. Ordering supplies. RFP send out and track. Staff anniversary and birthday tracking/ handling. Maintenance tracking and support for projects. Track records for Grants. Facilitate Resident Council meetings- monthly. Record meeting minutes for RSC meetings, Safety Committee Meetings, Long Range Planning Committee and any other meetings, as assigned. Facilitate All Staff Meetings; set up slides, send all reminder emails, coordinate chairs/snack set up, run meetings. Update operational Yodeck layouts including safety and menu updates. Ability to hold keys to support nursing staff or floor staff as needed. Maintain current knowledge of policies and procedures; implement and uphold Rose Hill’s policies and procedures. M-F short-term staffing coverage, as needed (drivers, house coverage, work crews, urgent care visits). Assist in the review of resumes and schedule interviews for potential candidates, as needed. Point person for staffing needs when Assistant Director of Operations is not available. Maintain schedule and staffing ratio with direction from Assistant Director of Operations including finding coverage for call-offs during normal business hours. Coordinate holiday scheduling information with staff including work crews, drivers, etc. Fix it ticket submission and tracking. Oversee scheduling of CPR/ First Aid training. Oversee schedule of CPI training. Oversee schedule of Medication administration training & Medication Re-fresh training. Complete special projects as assigned. Other duties as assigned. Day-to-Day Safety Functions: Review IRs for safety concerns and generate fixit tickets as needed. Assist with annual Safety Policy and Procedure updates. Updating Safety Binders annually and as needed. Updating Emergency response binders annually and as needed. Key audits completed monthly, submit key orders to maintenance. Samsara- implementation and oversight with Resident Care Coordinator. Audit safety and maintenance binders for LARA/JC. Organize fire drills for monthly safety meeting review and file for compliance and auditing needs. Complete 1st shift fire, tornado and missing person drills, as needed. Day-to-Day Financial Functions: Create and maintain monthly spending spreadsheets for all operational departments. First approver of invoices, determine if vendor is legitimate, ensure timely payment. Manage timely credit card receipt upload for all operations departments.

Requirements

Associate’s degree in business or equivalent education and experience.
Ability to meet certification in CPR and First Aid.
Two years’ related experience in a health care setting preferred.
Ability to apply principles of logical thinking to a range of practical problems.
Strong organizational skills with the ability to anticipate and pace activities.
Ability to utilize various computer software programs (including Microsoft Word, Excel, and PowerPoint).
Ability to effectively utilize a teamwork approach with residents, families, visitors, staff at all levels, and external entities.
Ability to meet the physical, intellectual, emotional, and social needs of residents with varying degrees of mental illness or disability.
Ability to support the therapeutic environment.

Responsibilities

Assist Director of Operations and Assistant Director of Operations in preparation of regulatory audits.
Assist with preparation for and execution of Joint Commission survey and associated reporting to that organization.
Ordering supplies.
RFP send out and track.
Staff anniversary and birthday tracking/ handling.
Maintenance tracking and support for projects.
Track records for Grants.
Facilitate Resident Council meetings- monthly.
Record meeting minutes for RSC meetings, Safety Committee Meetings, Long Range Planning Committee and any other meetings, as assigned.
Facilitate All Staff Meetings; set up slides, send all reminder emails, coordinate chairs/snack set up, run meetings.
Update operational Yodeck layouts including safety and menu updates.
Ability to hold keys to support nursing staff or floor staff as needed.
Maintain current knowledge of policies and procedures; implement and uphold Rose Hill’s policies and procedures.
M-F short-term staffing coverage, as needed (drivers, house coverage, work crews, urgent care visits).
Assist in the review of resumes and schedule interviews for potential candidates, as needed.
Point person for staffing needs when Assistant Director of Operations is not available.
Maintain schedule and staffing ratio with direction from Assistant Director of Operations including finding coverage for call-offs during normal business hours.
Coordinate holiday scheduling information with staff including work crews, drivers, etc.
Fix it ticket submission and tracking.
Oversee scheduling of CPR/ First Aid training.
Oversee schedule of CPI training.
Oversee schedule of Medication administration training & Medication Re-fresh training.
Complete special projects as assigned.
Other duties as assigned.
Review IRs for safety concerns and generate fixit tickets as needed.
Assist with annual Safety Policy and Procedure updates.
Updating Safety Binders annually and as needed.
Updating Emergency response binders annually and as needed.
Key audits completed monthly, submit key orders to maintenance.
Samsara- implementation and oversight with Resident Care Coordinator.
Audit safety and maintenance binders for LARA/JC.
Organize fire drills for monthly safety meeting review and file for compliance and auditing needs.
Complete 1st shift fire, tornado and missing person drills, as needed.
Create and maintain monthly spending spreadsheets for all operational departments.
First approver of invoices, determine if vendor is legitimate, ensure timely payment.
Manage timely credit card receipt upload for all operations departments.